Desk sharing ratio and office space calculator

Find out how many desks your new office actually needs and how Yoffix features can optimize office use & collaboration further.

Total employees

Office days per week

12345

Fixed workstations %

Occupancy levers

Office check-in and desk auto-release

Booking window

Priority booking rules (release assigned desks)

Hourly hot desking

Collaboration levers

Team anchor days

Team zones

Colleagues sync

Your results

209

Recommended desks

30 fixed + 179 shared

1 : 1.44

Desk sharing ratio

employees per desk

30%

Desk reduction

vs. 1:1 assigned seating

Collaboration Score

1/10Poor

Driven by enabled collaboration features

Estimated office area

m² per workstation

Default is 8 m² per DGUV Rule 115-401. Adjust for your fit-out density.

m²

Workstation area

209 desks × 8 m²

1,672 m²

Meeting room area

15× small + 8× medium + 2× large

470 m²

Communal & support

Corridors, reception, kitchen, storage

643 m²

Total estimated area

2,785 m²

All outputs are planning estimates. Talk to an expert for a tailored analysis.

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Walk through your desk sharing ratio and what it means for your floor plan

See how to configure zones, booking rules, and team access for your setup

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Planning a new office? Discover more

Article cover for ‘How to Plan a Modern HQ: The 2026 Office Planning Guide,’ showing office floor plans with drafting tools.

How to Plan a Modern HQ: The 2026 Office Guide

Jun 24, 2026

Solution: Deliver a future-proof HQ at minimal cost with Yoffix

Frequently asked questions

What are the key drivers for defining the optimal office size?

The two most important inputs are your actual attendance pattern and your desk sharing ratio. How many people come in on your busiest day matters more than your total headcount. Beyond desks, the right room mix, the proportion of focus versus collaboration space, and the percentage of employees with fixed workstation requirements all shape the final number. Growth plans and hybrid policy also play a role: an office sized for today's attendance may not work in two years if your hybrid policy tightens or headcount increases.

What are the key drivers for defining the optimal office size?

How does Yoffix help me optimize office use?

Yoffix gives you a continuous view of how your office is actually being used. Every booking, check-in, and no-show feeds into utilization reports that show you which zones are over or underused, how attendance varies across the week, and whether your room mix matches demand. Auto-release reclaims booked desks and rooms when no one shows up, keeping availability accurate in real time. Zone-level booking rules let you adjust how space is allocated without any physical changes.

How does Yoffix help me optimize office use?

How does Yoffix help me enhance on-site collaboration?

Employees come in when they know colleagues will be there. Yoffix shows each employee who from their team is planning to come in and when, so they can coordinate their office days around actual presence rather than guesswork. Team leads can set shared office days that give the whole team a predictable rhythm. The result is more meaningful overlap between teammates and fewer days where someone commutes only to sit alone.

How does Yoffix help me enhance on-site collaboration?

What data does this calculator use?

The calculator draws on the following sources:

Desk sharing ratio benchmarks: JLL Global Occupancy Planning Benchmark Report 2026, based on 84 organizations representing over 716 million sq ft. Global average: 1.3 employees per desk. EMEA average: 1.2.

Workstation area: Default of 8 m² per workstation, based on DGUV Rule 115-401 and DGUV Information 215-441, which specify 8 to 10 m² per person for standard office workstations in Germany.

Meeting room sizes: BCO Guide to Specification: small rooms (2 to 4 people) 12 m², medium (6 to 8 people) 25 m², large (10 or more people) 45 m². Planning ratio: 1 room per 12 employees, split 60/30/10 across sizes.

Communal areas: A 30% grossing factor covers corridors, reception, kitchen, toilets, and storage, based on BCO net-to-gross planning guidance. Actual figures vary by building.

Auto-release uplift: A 20% effective capacity gain reflects typical no-show rates in hybrid offices. Rooms abandoned within 10 minutes of the start time are auto-released by Yoffix and become immediately available.

Note: phone booths and focus rooms are the fastest-growing space types in hybrid offices, added by 41% and 30% of organizations respectively. Plan these separately on top of your bookable meeting room count.

What data does this calculator use?

How can I get more reliable data for planning my office?

The most practical approach is to deploy a workplace management system in your current office before you start planning the new one. Even three to six months of booking and check-in data gives you a reliable picture of actual attendance patterns, peak days, and how different space types are used. Occupancy sensors add another layer of accuracy by measuring presence independently of the booking system. If you are starting from scratch, Yoffix can be up and running in your existing office within days.